Automatic Sending of Sales Invoices

This guide will help you learn how to enable and manage the automatic sending of sales invoices. The guide includes setting up the configurations, understanding the operation of automatic sending, monitoring error notifications, and removing automatic sending.

Enabling the service

The settings for automatic sending of sales invoices are defined in the billing settings (Sales > Settings > Billing settings > Automatic sending). The settings define how the created invoices are to be sent automatically and which sending channels are to be included in the automatic sending. It is also important to define an email address and/or phone number to which a message can be sent in case of a failure in automatic sending. Once the desired configurations are made, click the Enable button:

Automatically send invoices whose source is

Contract billing: Invoices created through the contract billing function, instructions for contract billing can be found here.

Invoices created by the user in Netvisor: Sales invoices manually created by the user.

Invoices rebilled from purchase invoices: Invoices using the accounting firm's rebilling. Instructions for this can be found here.

Invoices created through the software interface: Invoices that have arrived through the interface from another program.

Use only the following invoice channels

Sending an e-invoice to a company or consumer means that invoices are sent automatically only if the customer has an e-invoice address behind them and also the address details are fully entered. For consumer customers, consumer e-invoicing must be enabled, and the customer must select this company from the online bank to send consumer e-invoices.

Email invoice requires an email address behind the customer.

Printing service means pdf eLetter sending, where the invoice is sent electronically from Netvisor, but the customer receives it as a letter.

If the invoice sending channel is not selected in the automatic sending settings, the automatic sending is bypassed by the system automatically. In this case, the invoice is not sent automatically at all. We recommend keeping each invoice channel on. This way, the e-invoice sending is attempted first, then email, and finally the printing service. If, for example, email is removed, the e-invoice is attempted first, but the sending stops there when the next sending method was not selected. In this case, the invoice is not attempted to be sent through the printing service either.

Sending time: If the option "Send invoices based on invoice date" is used, invoices can be created/imported earlier and the sending can be automated for the invoice date. Invoices are then sent immediately at the turn of the day, e.g., if the invoice date is 10.3., the invoice is sent on 10.3. around 00:05 and continues from there.

Once the service is enabled, the invoices selected for the service are sent forward automatically. Factoring notifications are also sent automatically. If consumer e-invoicing and direct payments are in use, both "E-invoice sent to company or consumer" and "Printing service" must be enabled for the direct payment advance notification to be sent automatically. Automatic sending starts at the turn of the day following the creation of the invoice around 00:05 and continues from there until all invoices added to the process have been sent and errors have been reported to the user. For example, an invoice created today at 13:00 is included in the process starting at night on the following day.

Automatic sending only works for unsent invoices, so if invoices are imported through the software interface and this option is selected, invoices must be imported in unsent status. Automatic sending also sends new unsent invoices imported with a retroactive date, e.g., if invoices are imported on 6.2. with an invoice date of 3.2., they are sent with automatic sending.

Automatic sending notifications

All actions taken by automation and information about errors are visible in open sales invoices and the sales invoice itself. It is easy for the user to track which invoices have been successfully sent through automatic sending and which have not.

If the invoice sending channel is not selected in the automatic sending settings, the automatic sending is bypassed by the system automatically. In this case, the invoice is not sent automatically at all.

The user sees a more detailed explanation by hovering the mouse over the "Automatic sending bypassed" notification:

If the automatic sending of the invoice results in an error, the user sees a more detailed error notification by hovering the mouse over the "Automatic sending failed" notification:

If automatic sending is bypassed or sending fails, invoices are no longer attempted to be sent again by the system, and the user must send the invoices manually after any corrections.

Removing automatic sending from the invoice

If automatic sending is to be removed on an invoice-by-invoice basis,edit the automatic sending from the top of the sales invoice under "Automatic billing."

The invoice will not be sent using the automatic sending function after this, and the sending must be done manually.

Keywords: sales invoice, automatic sending, billing settings, error notification, manual sending.

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